LCC-CO2 tool user guide
Contents
1. 6 LCC CO2 tool user guide Visual guide to using the life cycle costing and CO2 assessment tool LCC COz2 tool 1 3 When should the tool be used You can use the tool at different stages in the procurement process At a preparatory stage To assess the LCC and or CO3 emissions of your current solution This can e give you a baseline to work from e identify the different cost elements relating to the product e allow better communication of the benefits of new technologies and e help define some general performance requirements for the new solutions Before tendering To roughly assess different proposals to help guide market engagement activities before tendering or to narrow down the different technological solutions to be considered During tendering To compare the LCC and the anticipated CO emissions of different offers during the evaluation phase If the tool is used during this phase the authority must ensure that the information provided by companies is accurate and comparable by e defining in the tender set standards and test norms with experts and or during market engagement and e asking suppliers to provide evidence in support of the information provided preferably third party verified After tendering if not already used To evaluate and communicate the LCC and CO3 emissions improvements of the purchased product in comparison to the current situation and or other products and to communicate result2. C Location S Choose the country where the activities will take place in order to automatically e select the currency C Planning horizon Choose a planning horizon between 1 and 25 years This term refers to the etime period over which you wish to compare the different offers that is to say the time period over which the LCC and CO calculations will be made As different products and solutions will have different replacement rates considering which period you will assess is vital Example Product X needs to be replaced every 6 years and product Y every 15 years If you consider the costs over a 5 year period or planning horizon purchase and installation costs will only occur once during the period at the beginning If instead you consider the costs over a 10 year period then the purchase and installation costs for Product X will occur twice whilst still only once for product Y In the included example a 23 year planning horizon has been chosen The longer the planning horizon the more important the life span of the product appears Therefore this needs to be carefully considered You may consider using the contract period as the planning horizon however this may still risk having a too short term perspective to realise the potential benefits of durable products that naturally have a longer life exspectance This is also important when finding the remanent value or end of life costs The tool will automatically also provide results w
3. inflation rate should be the average data i e average for the last five or ten years in order to supress cyclical economic effects Reference unit for consumption i e per hour km etc Product A Product B Personal offer ID Lamp_Inst A Lamp_Inst B Energy source op mode 1 Energy unit en unit kWh kWh Emission factor kg CO2 en unit 0 6754 0 6754 Specify operation mode Full power Full power Costs 037_DE_electricity mix_incl EUR en unit 0 12 0 12 grid per energy unit Price increase rate energy type a 2 specific inflation rate Reference unit for consumption h h Units of energy consumption per kWh h kWh h reference consumption unit Nr of units of energy consumption en unit ref 0 142 0 044 per reference consumption unit cons unit Reference units per year h year h year Average nr of reference units per ref units year 2281 25 2281 25 year Nr of units of energy consumption per reference consumption unit indicate how much energy the e product consumes in terms of the reference unit you gave above i e energy consumption of 0 142 kWh hour Please note that the energy consumption must be measured in the energy unit which is automatically chosen for the energy source Average nr of reference units per year That is to say how many operation hours km etc or any other e specified reference unit the product works in that operation mode and or with the specified energy source
4. Local ecoinstitut BARCELONA iio E KS ISO fa energio t Bolo Ajuntament ab de Barcelona Bundesverband fiir HE LONDON BOROUGH www bromley gov uk 4 LCC COz2 tool user guide Visual guide to using the life cycle costing and CO2 assessment tool LCC COz2 tool Index Part Introduction LI ObDecive ofthe 10 ele 1c enene ne nen en ene T 5 LZ What information does the tool Provide icosscceccsnanencntansnencersvennesandtalaaeacnimndieeniinr 5 L3 Whenshould The tool DE Used eiii ii in 6 LE scree shcald TUINE TOO css E E E 6 Part Il General features of the tool uw 3 Part Ill Step by step guide MEE FG WET TM ATS WOON ea AA EEE N EE 10 HI 2 One example to guide you through sssssinesisininsiiaissianini 11 Step T inputting general information sesesisssisipienienenniei ninina 11 Step 2 Product information from the COMPANIES oo cecesesscecscseesesetetetstseeseeteeees 13 Step 2 1 General information oo ccccccccsesesesesececscsesesseeeecscsesesssetetecseeeseee 13 Step 22 FCO COSTS sesia aee ae EET ea egei 14 Step 2 3 Operation COSTS iccsncencenucconcispeasequtiasnancaieaas seapvantsadlaentgedesauninieeidinieste 15 Sep ZA Maintenince COSTS ieies i a a 17 Step 2 5 Annual taxes fees or other annual COStS w ccccccscscsssestsestseetseseeeees 18 Step 2 6 Remnant value or end of life costs occccccsseseseeecseeseeteteteeeseteneee 18 Step 27 GOs specie ATOM ION sarssierineii ie iai 19 Step 3 Res lls searperariirenerri
5. Natural Gas_net_k Vh Natural Gas_gross_kVWh Natural Gas_net_therms Natural Gas_gross_therms Note CO emission factors for different fuels are only indicative and can vary considerably from country to country and depending on usage The GEMIS and Defra lists provided reflect respectively German and UK conditions You may find lists more suited to your country GEMIS however also provides data for electricity for all EU countries based on the national electricity mixes For products only using electricity you might want to restrict the fuel list to one single option which reflects your local electricity supply For this just copy and paste the relevant option to one of the CUSTOM lists and choose the list in the orange cell Part III Step by step guide 13 To create your own fuel list you can enter data in one of the CUSTOM columns from column X onwards To input data you must expand the columns with the button at the top of the sheet to view all input fields For the fuel names do not use blank spaces or special chatacters except _ and i ac Al SMART spp ae mee tree cr ete pee et ment Select the fuel list with the data you want to use for your CO calculations from the drop down Fuel list CUSTOM 1 General menu below see also lists further right where you can also enter custom emission factors for your specific Comments and Explanations For details atch espansion buttons
6. PsA Lamp Marte Proguce Proguce O 12000000 e Se 100000 00 4 Sees LOU C i itw t SS 0000 00 4 id amp s amp s amp amp E 60000 00 4 40000 00 4 20000 00 4 0 00 e p ee O a E F F a eee er ee aa mmm SS S Lamp Pati Lamp inse 8 Proguce Proguc SMART SPP innovation through sustainable procurement Running from September 2008 until August 2011 SMART SPP innovation through sustainable procurement is a three year project which will promote the introduction of new innovative low carbon emission technologies and integrated solutions onto the European market This will be done through encouraging early market engagement between public authority procurers and suppliers and developers of new innovative products and services in the pre procurement phase of public tendering SMART SPP is an initiative of the Procura Campaign that is run by ICLEI Local Governments for Sustainability and designed to help support public authorities across Europe in implementing Sustainable Procurement and help promote their achievements For more information visit www procuraplus org Procurat Sustainable a T Procurement An initiative of Campaign Intelligent Energy Supported by INSTITUTO NACIONAL DE ENGENHARIA TECNOLOGIA E INOVA O LP Gov ines aan e coinstitut L for Sustainability SF
7. Whether you accept single aggregated figures provided by suppliers for example if the tool is being used for rough calculations within the pre procurement phase or if it requires a more detailed breakdown of costs emissions e Whether you wish to specify the exact types of cost emissions to be included within each category Within the tool this can be left up to the supplier to define or can be defined in advance by the authority with the suppliers simply requested for the figures and not given the tool itself to complete gt Let s get started Part III Step by step guide 1 111 2 One example to guide you through To help guide you through the tool an example has been prepared with screenshots included below The example is for a new streetlighting system All information related to this and other examples are in dark green text STEP 1 INPUTTING GENERAL INFORMATION Start with the input of data in the General Information section at the top of the GENERAL worksheet General Information Tender ID Example T ender Street Lighting Information to be specified by the procurer Your location country Germany P Currency EUR Planning horizon years Discount rate nominal 3 8 Inflation rate Eal 1 2 COzeq emission factors Tender ID Give the tender a short description or reference ID You can also add some further e comments or explanation in the area for further comments on the top right corner
8. above For details atch espansion button above CUSTOM 1 CUSTOM 2 Fveinames may DON SUE LIBDRS OF speral characters besides and After choosing the Emission Factor list go back to the GENERAL sheet by clicking on the button STEP 2 PRODUCT INFORMATION FROM THE COMPANIES Step 2 1 General information Once the previous information has been introduced you will need mainly information from companies You may either ask them to input the data directly into the tool or send them a document outlining the information you require from them The first part is the following general information to include in the GENERAL sheet Information to be specified by the supplier Product Offers ProductA Product B Product C Product D Product E Personal offer ID Lamp_inst A Lamp_Iinst B Number of units to be purchased leased H 20 20 Lifespan e years 20 20 In our lighting example in the first column Product A the data from the present situation has been introduced The second column Product B represents one alternative to the present product 14 LCC COz2 tool user guide Visual guide to using the life cycle costing and CO2 assessment tool LCC COz2 tool Personal offer ID Give a short max 12 letters name for the offers of each company that will be e shown in the diagrams sheet to better compare offers ie Lamp_Inst A and Lamp_lInst B If one offer consists of different products companies should enter the information in neighb
9. expansion button at the top 23 Number of units to be purchased leased 20 24 Lifespan E ieas 20 27 Life cycle Costing LCC Information 29 Discount rate 30 Inflation rate 31 Acquisition Costs 32 Purchase price 33 or Specify annual investment costs gt gt 34 Installation costs for all units Initial one off costs o Purchase costs after 23 years 37 Installation costs after 23 gears 38 Initial one off cost after 23 gears 39 Acquisition costs after 23 years Grey cells contain text or calculation In orange cells you can select an Click on light orange the links will results These files are protected option from the dropdown menu bring you to other sheets where you and can not be altered can continue your input and back again Finally Error alerts are red text 10 LCC CO2z tool user guide Visual guide to using the life cycle costing and CO2 assessment tool LCC COz2 tool Part Ill Step by step guide 111 1 How to fill in the tool For reference C A Data should be provided by the contracting authority S Data should be provided by the supplier Eee Data only necessary for life cycle cost calculations C2 Data only necessary for CO2 emission calculations Note For most of the life cycle phases cost CO emission information can either be given as a single aggregated figure or can be further detailed on separate worksheets within the tool You will need to decide e
10. fo show more resulfs In order for you to see the LCC results graphically click on the light orange button that will take you to the LCC_DIAGRAMS sheet Be aware though that in order to see well the differences you will only be able to compare 5 products at a time To choose them you will have to select them by specifying them in the orange cells Please choose max 5 products to compare over the timeline below to do that click on the upper orange part of the buttons Part III Step by step guide 21 The CO3 key results are given in lines 93 and 94 of the GENERAL sheet You can view more detailed and specific results by clicking on the expansion button left of the sheet CO specific Information All figures you enter will be treated cumulatively ProductA Product B Total embedded emissions kg CO funit or Specify detailed embedded emissions gt gt Embedded emissions kg CO unit 0 0 Annual emissions use phase kg CO year unit Thereof emissions from electricity supply kg CO year unit or Specify detailed annual emissions gt gt Annual emissions use phase kg CO year unit 286 89 Thereof emissions from electricity supply kg CO year unit 67 21 CO Results Key Figures Average annual emissions per offer Elik CO2 year offer 5 723 1 773 0 00 0 00 0 00 Total emissions per offer kg CO offer 131 635 40 788 0 00 0 00 0 00 lt lt Click expansion button on the left to show more results Emissions are dist
11. or positive value respectively If the planning horizon is twice or more as long as the lifespan the remnant disposal costs will be included in the LCC calculation as many times as the product is renewed If no costs or benefits are derived from the product leave the cells blank Part III Step by step guide 19 Step 2 7 CO3 specific information Emissions Use phase The tool allows you to directly enter COz emissions from the use phase in ethe GENERAL sheet This might be appropriate if you are in a very early planning stage and are only using target values for comparison or if you are comparing readily available pre calculated values this applies also for costs aspects CO specific Information All figures you enter will be freafed cumulatively ProductA Product B Total embedded emissions kg CO unit or Specify detailed embedded emissions gt gt Embedded emissions kg CO unit 0 0 Annual emissions use phase kg CO year unit Thereof emissions from electricity supply kg CO year unit or Specify detailed annual emissions gt gt Annual emissions use phase kg CO year unit 286 89 Thereof emissions from electricity supply kg CO year unit 67 21 Mostly a more differentiated specification should be made based on actual energy consumption information For this follow the link in the light orange cell that will take you to the OPERATION sheet Embedded emissions n addition to the CO emissions relat
12. our street lighting installation consists of 20 posts and luminaries the total price for those elements will be divided by 20 to have the costs per unit Annual investments costs S When you know that investments are necessary during the planing e horizon and therefore no single purchasing price can be given you will have to specify investment costs annually Due to the formula in the tool if you choose this option remnant end of life costs won t be calculated automatically Therefore you will have to add them yourself in the annual investment costs in negative or positive value respectively We also recommend to include here the installation and other initial costs S Installation costs This is for the whole installation and does not depend on the number of units eto be installed S Initial one off costs This refers to one off non repeating initial costs for things such as training e communication etc This excludes the purchase and installation costs These costs are normally independent from the number of units and from the lifespan of the product The CA should specify in the tender whether this is necessary or not or leave it up to the bidders Part III Step by step guide 15 Step 2 3 Operation costs Operation costs can be provided as an aggregated value in the GENERAL Worksheet or also be detailed in the specific OPERATION worksheetaccessed though the light orange button Operation Costs Total opera
13. using the life cycle costing and CO2 assessment tool LCC COz2 tool Step 2 5 Annual taxes fees or other annual costs Annual taxes fees subsidies or other costs a EUR unit year Other annual costs EUR unit year 0 00 0 00 CA Include the costs in annual taxes as well as other annual fees or subsidies of the product for the CA Initial tax payments such as matriculation taxes for vehicles should instead be included in the purchasing price All costs taxes and fees will be included in positive value Subsidies as they reduce the total costs of the product will need to be substracted from the total cost therefore in negative value Step 2 6 Remnant value or end of life costs At the end of the planning horizon the products may either be e out of service and require disposal in the correct manner or e still usable and have a value In the first case the product may have an extra cost which should be added in the LCC calculations In the second case you could decide to sell in which case it will provide you with some money the remnant value which should be substracted to the LCC calculation Remnant value End of life costs e EUR unit Remnant value End of life costs after 23 years EURIunit 0 00 0 00 Annual remnant value End of life costs EUR unit 0 00 0 00 C Remnant value or end of life costs S Estimate the remnant value or disposal cost of the e product and add it to the tool as a negative
14. Kolding mL ince P Kommune Okonstitutey GYD ICLE Institute for Applied Ecology Local 0 We ES DO energia Agencia Cescels Energia Ajuntament D de Barcelona Bundesverban EASTERN SHIRES PURCHASING ORGANISATION Umweltberatung e V THE LONDON BOROUGH www bromley gov uk
15. asic information on the tool This is the main worksheet for entering data It is split into three sections e General information e LCC data input amp results e CO data input amp results For certain life cycle phases you can either enter single aggregated cost CO gt figures in this sheet or select the option to specify detailed information Choosing the second option will take you directly to other worksheets where you can provide a more detailed breakdown of costs energy consumption CO gt emissions This is where the numerical results of LCC CO gt calculations will be displayed This sheet provides a graphical display of the LCC results for the different products services for which you have provided data CO diagrams This sheet provides a graphical display of the CO emissions results for the different products services for which you have provided data Tender This optional sheet can be used for evaluating the different offers to identify the economically most evaluation advantageous offer You will need to input your award criteria and weighting scheme to use it Conversion If you want to make calculations in order to compare different units e g MJ and kWh this sheet factors provides you with the respective conversion factors Glossary A glossary of terms used in the tool Emission This sheet provides emission factors for various fuel types You can use either one of the provided lists factors of emission factors
16. d irer ranne deh doe ANEN AE ENNER EEAS swans EENEN Enie 20 Step 4 Tenders evaluation and award of the contract s sssssssesississsirsisresrenesrsnss 22 Part Introduction 1 1 Objective of the guidance This User Guide accompanies the SMART SPP LCC CQp Tool The tool has been developed to help you calculate the life cycle costs LCC and CO emissions of different products and services referred to only as oroducts from now on to assist in procurement decision making It is specifically targeted at evaluating innovative products which are still in the phase of development and market introduction The User Guide has been produced to help you understand e What information the tool can provide e How to use the tool in a tendering process e How the tool should be completed and by whom The LCC CO gt Tool itself has been designed to accompany a Procurement Guide to driving energy efficient innovation through sustainable procurement which particularly focuses on engagement with the market prior to tendering The Procurement Guide and Tool can be downloaded from www smart spp eu I 2 What information does the tool provide The tool can be used to assess two different things that are in the case of innovative energy efficient technologies very closely related the life cycle costs and the CO emissions of different product options Up to 15 different products can be compared by the tool The tool can also be used to ass
17. er information for up to five different fuels or different operation modes for the product For Energy source op mode 2 to 5 expand the respective rows by clicking on the button on the left side of the sheet Note The wording of these elements is so abstract because each solution may function with different energy sources such as litres of fuel kWh for electricity etc and with different reference units such as km hours etc 16 LCC COz2 tool user guide Visual guide to using the life cycle costing and CO2 assessment tool LCC COz2 tool For each energy source or operation mode you have to specify Energy source op mode 1 choose the respective energy source for this operation mode from the drop down list of the orange cells H t gt Specify operation mode Give an indicative name e g full power reduced power etc Cost of the energy source The cost by energy unit i e Euros kWh Check that this is consistent e with the energy unit which is automatically entered after choosing the energy source Energy type specific inflation rate Considering the inflation rate is especially important for e products with a high energy water demand and or in case of a long planning horizon you should CA the specific price increase for electricity and other fuels and water provided by your national statistics For all other operation materials the general inflation rate is applied The energy type specific
18. ess your current situation and thus determine potential financial and CO2 emissions impacts of innovative alternative solutions Life cycle costs LCC Life cycle costs LCC also called whole life costs WLC are the costs that a product will cause to the contracting authority during its useful life Beyond the acquisition costs LCC also takes into account operational costs particularly energy and water consumption maintenance costs taxes and disposal costs resale value CO emissions The tool can also be used to calculate the CO emissions of products considering both emissions deriving from operation of the product operation emissions mainly caused by energy consumption as well as embedded emissions i e emissions caused during production including raw material extraction transportation installation and disposal The tool also provides a differentiation between emissions deriving from direct combustion of fuels and emissions due to electricity production used for operating the product Tender evaluation The tool also contains a function to allow it to be used for the direct evaluation of different offers during the tender evaluation stage For further information read the SMART SPP report on Existing approaches to encourage innovation through procurement Part Introduction http www iclei europe org fileadmin template projects smart_spp files SMART_SPP_D2 2_ExistingProcurementApproaches pdf pp 36
19. expansion button left Other maintenance costs unit regarding the whole product Annual Maintenance Costs unit EUR unit year 102 17 102 34375 Annual fixed rate for maintenance n our example 100 EUR per lighting post and year This parameter e may or may not include the cost of the spare parts therefore the CA will have to specify that in the tender Spare part 1 up to 5 If costs for spare parts are not included in the annual fixed rate you need to e specify the durability of the spare part and its price in order to calculate how many spare parts will be necessary during the planning horizon In our example the lamps lifespan depends among other on the time and intensity the installation is working In order to provide that information the CA should define how many hours in total the installation will be in operation this is also necessary for the operation costs and afterwards the S will be able to calculate the lifespan in years of their products If a lamp has a lifespan of 8 000 hours and the installation will be in operation 3 500 hours year the lifespan will be 2 3 years If the luminaire cointains 3 identical lamps you will have to multiply the price for new spare part by 3 Other maintenance costs per unit regarding the whole product If there are other maintenance costs e for the whole product not spare parts additional to the annual fixed rate by unit 18 LCC COz2 tool user guide Visual guide to
20. he complexity of a full LCA can not be addressed with the LCC CO2 tool provided therefore this tool only allows for the inclusion of previously calculated aggregated data on embedded emissions Further information on LCA data can be found here http lca jrc ec europa eu lcainfohub directory vm 20 LCC COz2 tool user guide Visual guide to using the life cycle costing and CO2 assessment tool LCC COz2 tool STEP 3 RESULTS Once all data from the different solutions and if possible from the present situation has been compiled you will need to introduce them in the tool Give each offer a short name and a separate column Product A Product B Product C Then paste into the corresponding cells the information provided by companies in the corresponding white cells Make sure that you fill in the columns continuously from left to right without leaving a column free Once all solutions are entered you will be able to see the final results and compare offers The key LCC results total costs per planning horizon and year are shown in lines 63 and 64 of the GENERAL sheet You can view more detailed and specific results total costs for 25 years and per unit by clicking on the expansion button left of the sheet LCC Results in net present value iets cost in present net value after 23 years per EUR 409060 15 94425 79 Average annual costs per offer EUR year 3838 51 3202 24 lt lt Click expansion button on the left
21. idence in support of the data should be attached The procurer must then copy the information from each supplier in a different column into a single master file Attention Ifthe offers consist of several elements you will have to manually make the addition of the results for each element rows 63 and 94 in the GENERAL sheet and introduce them in the tool in those same rows This is to know the total LCC and CO gt emissions of the different proposed solutions and to be able to compare them Part Introduction 8 LCC COz tool user guide Visual guide to using the life cycle costing and CO2 assessment tool LCC COz2 tool Part II General features of the tool The tool consists of several worksheets whose tabs have been colour coded 35 S enders ia gt nN Introduction General LCC_Diagrams 2 CO2_Diagrams Tenders Evaluation Ready All sheets tabs in light green are to be directly used by you in order to enter data or evaluate the results Emission Factors Periodic Investments _ Operation Maintenance CO2 calc_CO2 All sheet tabs in dark grey are background sheets for calculations and provision of specific information You should only access those sheets through the hyperlinks buttons in each sheet All sheet tabs in dark green contain text for your information The tool contains the following worksheets Introduction General LCC diagrams Provides some b
22. ing to energy consumption during e use products also contain embedded emissions Most CO monitoring schemes and targets of public authorities and other institutions only refer to emissions due to energy consumption in the use phase For many products particularly non energy using products such emissions may be of high relevance for evaluation of the overall climate effects These emissions may also be included within the tool provided the information is reliable and will be added automatically to the global emission figure 7 ProductA Product B Personal offer ID Lamp_Inst A Lamp_Inst B All entered values will be treated cumulatively Absolute figures for embedded emissions Embedded emissions by production kg CO2 unit Embedded emissions by transportation kg CO2 unit Embedded emissions by installation kg CO2 unit Embedded emissions by disposal kg CO2 unit TOTAL kg CO2 unit 0 0 Note Where you wish to include information on the embedded emissions of products it needs to be ensured that any data submitted by suppliers is based on sound life cycle assessment LCA In tendering it is important to very clearly specify whether such information shall be given or not and if so make a very clear reference to both the methodical conditions and the scope system boundaries of considered upstream and downstream effects which you want to have included It is advised only to do this with the support of LCA experts T
23. inguished between overall emissions and emissions deriving from electricity consumption This is NOT relevant within the tendering process This distinction is of relevance for monitoring and using the figures for the municipal carbon accounting many carbon accounting standards do distinguish between emissions from your own combustion and emissions which occur when generating the electricity for your supply For this purpose the tool provides you with the figures readily available You can view diagrams showing the results by clicking on the light orange button that will take you to the CO2 _DIAGRAMS sheet Again more graphics are available when clicking the expansion button on the left side of the sheet Attention f the offers consist of several elements you won t be able to see the aggregated graphical representation of the results but you will have to combine them yourself 22 LCC CO2 tool user guide Visual guide to using the life cycle costing and CO2 assessment tool LCC CO2 tool STEP 4 TENDERS EVALUATION AND AWARD OF THE CONTRACT Within the sheet TENDER EVALUATION this tool also allows you to compare the different proposed solutions and to identify the economically most advantageous offer considering the life cycle costs calculated in the GENERAL sheet as well as the rest of the award criteria of the tender such as the CO emissions also calculated in the GENERAL sheet To do so you will have to specify e the compul
24. ith a planning horizon of 25 years C Discount rate nominal S For simplicity you may use your country s interest rate which e includes inflation For a definition check the glossary sheet in the tool CA Inflation rate You need to introduce this value in order for the calculation to obtain the real discount rate See tool glossary for a definition 2 For more information check the SMART SPP report on Exisiting approaches to encourage innovation throught procurement http www iclei europe org fileadmin template projects smart_spp files SMART_SPP_D2 2_ExistingProcurementApproaches pdf pp 38 12 LCC CO2 tool user guide Visual guide to using the life cycle costing and CO2 assessment tool LCC COz2 tool C Emission factors Click on the light orange botton This will take you to the Emission Factors e Sheet where you will be able to specify the list of emission factors you want to use This defines the amount of CO emitted by the use of different fuel types oil gas electricity etc which the tool uses to calculate the emissions caused during the use of the product In the Emission Factors sheet you can select one of the ready prepared lists included with the tool GEMIS or Defra from the orange cell or provide your own list For further information on the included fuels click on the button on top of the sheet to expand more rows Select the fuel list with the data you want to use for your CO calc
25. or create your own customised list Annual This sheet can be filled in for lease agreements or when reinvestments are necessary during the usage investments period Part General festures of the tool 9 Operation Here you can calculate the operational costs and emissions of the offers in detail It can take into account fuel types used different operational modes and working time Maintenance Here you can specifythe maintence costs of the offers in detail It takes into account labour costs spare parts etc CO2 Here you can specify the maintenance costs of the offers in detail It takes into account labour costs spare parts etc Additionally cells are colour coded to help identify how to use them Red cells contain comments draw Click on button to expand and your cursor over it to view them In wintta eals you have to input data reduce extra rows and columns y SMART SPP E manera tan thw agh sust an abie pein i eenens General Information Tender ID Example Tender Street Lighting Comments of the Procurement Coordinator Information to be specified by the procurer Your location country eama o gt Currency EUR 11 Planning horizon years 13 Discount rate nominal x 3 8 15 Inflation rate E ra 2 17 CO eq emission factors 19 Information to be specified by the supplier t 21 Product Offers Product A ProductE For more product columns click on 22 Personal offer ID Lamp_inst A the
26. ouring columns Note f one offer consists of different products you will need to combine the LCC and or CO3 results manually in order to give the totals the tool cannot do this for you Number of units to purchase Enter the number of product units which are needed in order to meet ethe total requirements of the tender For example 20 light posts and luminaires for the street lighting installation or 12 for the purchase of 12 hybrid buses Lifespan Enter the estimated time in years for which the product will be usable note 14 months e is equivalent to 1 2 years This may also depend on the amount which the product is used In order to provide that information the CA should define in the tender how many hours the installation will be in operation Based on this the S will be able to calculate the lifespan of their product In our example the lifespan of the lighting instalation refers to the posts and luminaires estimated in 20 years for both products Components that need frequent change such as the lamps are considered in the maintenance section Step 2 2 Acquisition costs Life cycle Costing LCC Information Discount rate Inflation rate i Acquisition Costs Purchase price or Specify annual investment costs gt gt Installation costs for all units Initial one off costs Acquisition costs include the following S Purchase price By unit including procurement taxes if applicable o lf
27. s 1 4 Who should fill in the tool Who within the contracting authority should be involved e The tool requires someone with knowledge of LCC and or energy consumption and CO emissions to operate e g procurer energy officer e When assessing your current situation involve all departments which have relevant budgetary responsibilities e g including energy costs waste disposal Which parts should be completed by the supplier and which by the contracting authority gt Different models are possible e Certain basic data must be completed by the authority see Part III e The authority may wish to further define the relevant cost positions for which supplier should provide information or suppliers may be allowed to use their own cost models e Suppliers must be asked to provide evidence to support the costing and the information on CO emissions that they submit Two specific options are presented in the table below Option A Suppliers respond to set questions Option B Suppliers complete the tool directly Suppliers are given a document stating the exact information they must provide see Part llI including evidence in support of their data The procurer should then complete the tool with the data from each supplier in a different column of the tool Suppliers are asked to provide data directly in the tool in Column A or in the firsts columns if there are several elements involved in the offer Ev
28. sory criteria e the award criteria the maximum points for each of them and the points that the different offers obtain in each criterion The LCC and CO values have also been included as award criteria The formula applied to distribute points for those 2 award criteria is arithmetic progression between the lowest offer and the rest CO emissions can either be used as only an award criterion like cost or can be also defined as a minimum technical specification which all offers must achieve and e The weighting factors of each of the award criteria defined above make sure that the total is not higher than 100 With this information the tool calculates the economically most advantageous offer automatically and highlights it in green Attention f the offers consist of several elements in order to identify the economically most advantageous solution you will have to 1 add the results of the different element of each offer to have the total LCC and CO emissions and 2 introduce those figures in the rows 70 and 71 of the TENDERS EVALUATION sheet gt We hope that everyting is clear now and wish you a successful innovative procurement process minl cos EUR Dial cosis EUR Se ee a 100000 00 4 0000 00 4 0000 00 4 wee ee ee ew ee ennn 40000 00 4 Sl 5 Se 20000 00 d SE ee lt lt 2 3 0 00 1 ane eeeesssss ttt its C S Lamp
29. tal cosis EUR DeO SSSI T so S900 fe Coq OQ innovation through sustainable procurement 40000 00 wlal casis 20000 00 o co ump nscA Lamp Mat Proguce C LCC CO gt tool user guide www smart spp eu An initiative of Procurat Sustainable Procurement ees Supported by Intelligent Energy A SMART SPP project publication www smart spp eu Publisher Authors Copyright Disclaimer The SMART SPP consortium c o ICLEI Local Governments for Sustainability 2009 Aure Adell and Alecs Gauder Ecoinstitut Barcelona amp Dominik Seebach Oko Institut The SMART SPP consortium c o ICLEI Local Governments for Sustainability 2009 All rights reserved No part of this publication can be reproduced or copies in any form or by any means without written permission of ICLEI Local Governments for Sustainability Photos www dreamstime com The sole responsibility for the content of this publication lies with the authors It does not necessarily reflect the opinion of the European Communities The European Commission is not responsible for any use that may be made of the information contained therein LCC CO gt tool user guide Visual guide to using the life cycle costing and CO assessment tool LCC CO gt 5 tool DE ENGENHARIA TECNOLOGIA E INOVA O LP Sra Kolding ODLa_Inct J Fe DA Kommune Ge nnay INETI EA ICLEI a Institute for Applied Ecology maTwere
30. ting costs per year EUR unit year or Specify detailed operating costs gt gt Operation costs after 23 years EVRiunit 1064 91 329 97 Annual operation costs EUR unit year Note Ifyou also want to calculate CO emissions you will have to provide detailed information through the specific OPERATION worksheet If the product can be operated in different ways which affect energy consumption i e different operation modes these should be clearly defined in the tender description provided by the CA so that bidders can adapt the information they provide accordingly If the S is given the tool to complete then short names for the different operation modes can be included beforehand in the tool in ther OPERATION worksheet For example for streetlights full and reduced power with indication of annual hours for the respective operation modes For vehicles annual km within a city and on long distance trips For each operation mode the tool allows also for specifying different fuels which might be relevant e g for multi fuel vehicles or for heating and cooling Alternatively suppliers may be left to define the different operating modes for their solution together with the likely usage pattern In this case they should be asked to provide a justification for their calculations with supporting evidence where possible In the specific OPERATION sheet a supplier or the contracting authority if this is defined beforehand can ent
31. ulations from the drop down menu below see also lists further right where you can also enter custom emission factors for your specific purposes Comment Explanation kg CO2 unit Electricity Upstream fuel emissions are 000_FUEL_TYPES based on Germany 001_wood pellets upstream emissions 002_wood chips upstream emissions 003_bioethanol upstream emissions 004_biodiesel_rapeseed upstream emissions Fuel list GEMIS General Comments and Explanations All data from GEMIS 4 2 and GEMIS 4 5 see www gemis de Upstream fuel emissions besides electricity are based on Germany Electricity mixes for all countries include upstream emissions incl respectively excl grid losses Provided information reflects CO2eq wherever feasible For details click expansion button above GEMIS Fuel names may not include blanks or special characters besides _ and FUEL_TYPES wood pellets wood chips bioethanol biodiesel_rapeseed Fuel list Defra_2008 General Comments and Explanations All data from 2008 Guidelines to Defra s GHG Conversion Factors Annexes updated April 2008 Please see the further comments in that document on specific fuels as referred to here Net and Gross refer to emission factors calculated on a Net Gross Calorific Value basis For details click expansion button above Defra_2008 Fuel names may not include blanks or special characters besides _ and t FUEL_ANNEX1
32. within one year If the product consumes also water or requires other anual operation costs the S can also provide the information in this sheet In the example also information has been provided for the energy mode Reduced power After entering all the information click on the light orange button to go back to the GENERAL sheet Part III Step by step guide 17 Step 2 4 Maintenance costs For this section data can also be given as a single global figure in the GENERAL sheet or can be further detailed through the link in the light orange button Maintenance Costs Total maintenance costs per year EUR unit year or Specify detailed maintenance costs gt gt Maintenance costs after 23 years EUR unit 1938 39 1941 62 Annual maintenance costs EUR unit year 84 28 84 42 When maintenance costs are specificed in the MAINTENANCE sheet bidders will have to provide the following data Product A Product B Seraaras artier IC Lamp Inst A Lamp _Inst B Annual fixed rate for maintenance for the specific EUR unit year 100 100 product putin here the Price per year Maintenance Flat Rate Prices 100 100 Spare Part 1 SP1 Lc Durability spare part Year pare ed Price for new spare part EUR T TS Annual Average Replace Costs SP1 EUR unit year 2 17 2 34 Spare Part 2 press expansion button left Spare Part 3 press expansion button left opare Part 4 press expansion button left Spare Part 5 press
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